We open and sort all the incoming documents from PO Box 701, 5584, 5555 and 5581 for Merchandise, Expenses, Capital, MSA/SRA and Non PO related payments; we group and back stamp them into separate stacks according to payment terms and type of document: invoice, credit memo and utility bills. We scan and check the image quality of all the documents before we archive them in our SAP payment system where a workflow is created; images are ready to be picked up by the different invoice verification teams.

We also return to the vendor all the invoices that are found with incorrect or missing information. Part of the work process is to attach a letter that explains to the vendor the reason why hisinvoice cannot be processed. All this contribute to streamline the invoice verification and payment process to benefit P&G customers and our organization. Click here to find the Invoice Requirements

• All documents are scanned the same day they arrive to San Jose.
• The "Bill to Address" is the key to perform an effective sorting. Each type of documents (Merchandise, Expense, Capital, etc.) should be sent to a specific "Bill to Address".
• The date used, as baseline date is the date the document arrived at the Cincinnati GO, that is why the Scanning Station back stamps all received documents.
• Once the invoices are received in San Jose, they are scanned, if a document has an issue it is entered into a database (Plant Expenses, Capital, Merchandise or Scanning Station) Correct documents continue the work process to be paid or wait on an inbox as a work item of one of the AP units. That is the main reason why the Scanning Station does not keep records of every single invoice that is scanned.
  

The Scanning Station sorts all the documents by the PO BOX number in which documents were received by AP, then they are sorted by unit into Capital, Corporate Facilities, Merchandise, MSA and Plant Expenses. This is the reason why the "Bill to Address" is key information to achieve an effective sorting process. Its really important for us to have vendors submit their invoices to the correct address. When you mail correctly a document you are actually helping us reduce delays that potentially could affect our invoice payment process. To see complete list of internal and external addresses where documents should be mailed Click here

As part of our work process, we scan all the invoices we receive, so they can be processed using an electronic image. Paper quality of an invoice is a very important factor that affects this scanning process. If an invoice is received with poor paper quality (PPQ) the successful of the scanning process is difficult obtain. Evidently the ability of AP to pay efficiently is affected by this situation. Bright colored backgrounds or fonts, unclear information or even a hand written numbers or dates on invoices are elements that cause the PPQ condition. These are some examples. Click here to see our Paper Quality letter

• Invoices made with regular bond paper are easier to scan than invoices with thin or thick paper.

• Small size fonts or hand written information are always difficult to read compared with regular size font.

• Staple the envelopes in which the invoices are delivered may damage the invoice paper.

• Highlight on any important information on the invoice may cause a shadowy effect on the image.

• The Scanning Station needs only the original invoice, copies of the same invoice may cause confusion when the documents are sorted and grouped.

• In general, do not forget that a quick payment is the result of a clear and complete invoice.